belle isle tenant management organisation - Leeds City Council

BELLE ISLE TENANT MANAGEMENT
ORGANISATION
FULL BOARD
Minutes of a Meeting on
Thursday 12 th January 2012 at 6.00pm
at The Youth Hub, Belle Isle
Present: Christine Shepherd (Chair)
Jean Burton (Vice Chair and Secretary)
Garry Shepherd
Eileen Hallas (Vice Chair)
Sandra Quinn
Gaynor Cunningham
Margaret Brown
Deacon Al Henry
Charles Murimwa
Cllr Geoff Driver
Chris Tremlett
In Attendance: Christopher Simpson (Chief Executive)
Simon Hale (Head of Housing Management)
Sue Fallowfield (Head of Finance and Accounts)
Karen Hoole (Governance & Admin Support Officer)
Item
Minute
PART A – Public Agenda Items
The Meeting was not quorate.
1. Apologies
Rose Hodgkinson, Jean Savery, Cath Munro, Cllr Judith Blake, Leon Kirkham,
David Medley, Julie Addinall
2. Questions from the Public
3.
3.1
There were no members of the public present.
Cllr Driver informed those present of a church service to be held at St Barnabas
Church at which a plaque will be laid in honour of Charles Jenkinson. Cllr Driver
requested that BITMO be represented. The service will be held on 12 th February
2012 at 10.00am.
Minutes and Matters Arising
The minutes of the meeting held on 24 th November 2011 were approved as a true
record.
Update on Morrison Contract Workforce
An update on the Repairs and Maintenance Contract in Belle Isle was given by the
To be
actioned
by:

Chief Executive. A full report of the progress of the Contract will be given in at the
Full Board Meeting to be held in February 2012.
He reported that the contract was working well but that some minor issues had been
highlighted. Morrison FS and BITMO staff are working together to resolve these
issues. The co-location of Morrison staff at the BITMO offices is proving successful
Staff have now been TUPE’d from Blackie Limited and following a period of training
and induction the operatives who originally worked for Blackie Limited are now back
and working on the Belle Isle estate.
All Sub Contractors who worked for Blackie Ltd have now been given the
opportunity to apply to work for Morrison although not all the sub contractors have
been successful.
A number of repair jobs have not been recorded as completed. This is due to
technical issues with the Orchard system and has affected performance figures.
Work is in progress to resolve the problems and performance is expected to
improve by the end of January.
Turn around times of empty properties is taking slightly longer than previously but
expected to improve in the next month or so.
A full update will be given at the February Full Board Meeting.
4. Register of Interests
The BITMO Register of Interests was discussed at the November Board Meeting.
Board Members were asked to note the contents of the completed Register of
Interests before publication. The Leeds City Council Internal Auditors had
recommended publication of the details.
A discussion followed and Board Members requested further clarification on the
reasons and legality of their details being published.
The Chief Executive will take further advice from the Internal Auditors and this item
will be discussed at the next Full Board Meeting.
Recommendation for Approval
Board Members are requested to review the draft register an approve this to be
published.
5. BITMO Apprenticeships and Work Experience Plan
At the November Board Meeting Board Members were informed about Morrison FS
appointing the first of the Apprentices that are part of the Repairs Contract.
Since then the Chief Executive has discussed the potential for BITMO to develop an
annual plan for work experience opportunities and modern apprenticeships with the
Chair and Sub Committee Chairs.
The Chief Executive and the Head of Housing Management have met with the
South Leeds Academy and have meetings with East North East Homes and the
Head of Employment and Skills at Leeds City Council.
A report on the opportunities and costs for BITMO apprenticeships and work
experience will be brought to the February Board Meeting.

Board Members were requested to pass any ideas or suggestions to the Chief
Executive or the Head of Housing Management.
Recommendation for Approval
A report on the opportunities and costs for BITMO apprenticeships and work
experience will be brought to the February Board Meeting.
6. Corporate Governance Plan
Corporate Governance Plan
The Corporate Governance Plan covers every aspect of the way that BITMO is
managed. The plan has been in place since 2010 and is audited on an annual
basis.
In 2011 some major additions on how BITMO operates and how the TMO is run.
Tables summarising the updated Corporate Governance Plan and suggested
priorities for 2012 was provided.
Whistle Blowing Policy
The updated Whistle Blowing Policy was discussed and the following changes
suggested:-
• To add Leeds City Council to Internal Audit Division for clarity.
• Sources of Support for the Chair to be added to the Policy.
Recommendations for Approval
Board Members were requested to:-
Note the progress in developing BITMOs Corporate Governance Plan.
Noted.
Note that a copy of the updated Corporate Plan and related policies is available on
request from the office.
Noted.
Agree the priorities for 2012 including the suggestion for external advice.
Approve the updated Whistle Blowing Policy.
7. Special Projects Update
Aberfield Gate Office and former Belle Isle Library Site
BITMO remain in negotiations with Leeds City Council about its future occupation of
the Aberfield Gate building
A ‘Business Case’ for BITMOs future occupation of the Aberfield Gate building
(including the former library space) report has been prepared. All proposals within
the report have been previouslyb discussed and agreed with the BITMO Board, the
document seeks to bring together BITMOs proposals to offer the Board and the
Authority clarity.
Recommendations for Approval
Board Members were requested to:-

Note the progress and issues relating to the future occupation of the Aberfield Gate
building and lease of the former library space.
Noted.
Reaffirm agreement on BITMOs business case for future occupation of the building
including the lease of the library.
Community Garden (Belle Isle Road)
BITMO have been working on n idea to develop a Community Garden behind the
parade of shops on Belle Isle Parade. Lottery funding has been received for the
project. The project has experienced significant difficulties. These have included:-
• Complications around planning permission
• Opposition from some local residents to initial project
• Reliability of initial partner in the project
The project underwent a revamp and a new plan was submitted to the lottery.
However the lottery have only agreed a 3 month extension to the end of February.
Given the short timescale to achieve this the lottery has advised that to gain extra
time BITMO can return the grant and reapply for funding and request a longer
period to deliver the project. It should be noted that except for minimal travel
expenses (£50) the grant (£10,000) has not been spent. Given the risks associated
with the short timescale it is advised that BITMO return the funding to the National
Lottery and develop and submit a revised bid. This approach was agreed by the
Chair and Chairs of Sub Committees in December.
Recommendations for Approval
Board Members were asked to:-
Approve the return of funding to the National Lottery and agree to develop and
submit a revised bid.
Brooms Parking
BITMO and Highways are working together to create a vehicle parking area to the
existing grassed area on Broom Crescent. The plan has received support from the
BITMO Board and local Ward Members.
A planning application has been submitted for this project and the next stages are:-
• 28 days formal consultation – this will include notification of the plan to local
residents and a request for comments from them.
• Leeds City Council Planning Department will then make a decision on the
proposal once the formal period of consultation is completed.
It is hoped that work will progress quickly if the project received planning consent.
Recommendations for Approval
Board Members were requested to note the progress made on this project.
Noted.
8. Any Other Public Business

Belle Isle and Middleton Improvement Committee
The Chief Executive informed those present of invitations for nominations from the
South Leeds Area Management Committee and Renew to join the Board of the
Belle Isle and Middleton Improvement Committee. He requested that anyone
interested should let him know.
Stage 3 Complaint
The Chief Executive requested volunteers to form a panel to hear a complaint which
has been received and which will be dealt with under Stage 3 of our Complaints
Policy.
The following Board Members volunteered to form the panel:
• Eileen Hallas
• Gaynor Cunningham
• Chris Tremlett
Board Members will be contacted and given full details shortly.
Draft Contract Procedure Rules
The Head of Finance requested names of Board Members who were interested in
undertaking training on Contract Procedure Rules.
Date of Next Meeting – Thursday 1 ST March 2012 at 6.00pm.